Job Posting
Job Description Summary
The On-Site Housing Coordinator ensures the effective and timely management of the non-profit housing co-op, handling member inquiries, financial transactions, maintenance coordination, and communication with the Board of Directors. Responsibilities include processing accounts, issuing financial notices, assisting with move-ins and move-outs, managing communal space bookings, supporting Board and General Meetings, and maintaining member files and corporate records. The coordinator also liaises with stakeholders, ensuring compliance with funding programs and co-op regulations. his is a 4 month part-time temporary position anticipated to start October 1, 2024.
Requirements:
- Financial:
- Liaises with financial administrator to ensure accurate processing of accounts payable and receivables, member payments, arrears, and insurance.
- Issues member notices regarding financial matters such as arrears, late payments, and subsidy assessments.
- Maintenance and Asset Management:
- Coordinates liaison between maintenance staff, contractors, and relevant committees.
- Maintains contractor correspondence and ensures compliance with funding programs.
- Issues member notices related to unit alterations, inspections, and rule violations.
- Member Services:
- Assists with the move-in/move-out process and maintains accurate records.
- Manages member inquiries and refers them to appropriate officials.
- Oversees communal space booking procedures.
- Board of Directors:
- Communicates Board decisions to members and stakeholders.
- Prepares and distributes agendas, minutes, and reports for Board meetings.
- Ensures access to necessary documents and records for the Board.
- General Meetings:
- Supports the scheduling and conduct of General Meetings, including preparing sign-in lists, ballots, and notices.
- Liaises with online support services for meeting conduct.
- General Administrative:
- Maintains and updates member files, distribution lists, and inventories.
- Monitors the co-op’s email and maintains corporate records.
- Communicates on behalf of the Board with members, staff, contractors, and agencies.
- Correspondence:
- Addresses incoming and outgoing correspondence
- Maintains and gathers records and files from correspondence
- Prepares, sends and forwards correspondence regarding board business including for legal review and government/agency reporting.
Reporting Requirements
The employee will report jointly to the Board of Directors and the Personnel Committee.
Hours of Work
18-20 hours per week, a combination of onsite office hours and remote hours, monthly meeting support (1-2 evenings per month).
Education, Skills and Experience:
- Experience working with multi-unit residential buildings and effective communication with residents
- Demonstrated knowledge of co-operative governance is considered an asset
- Knowledge of housing co-operatives is an asset
- Basic bookkeeping training or experience, or knowledge of accounting principles
- Experienced computer user, esp. MS Word, MS Excel, MS Outlook
- Experience conducting regular administrative duties
- Excellent communication and people skills with members, suppliers, contractors, board of directors and other stakeholders
- Ability to work independently, identify and resolve problems, excellent time management and organizational skills
- High level of professionalism and ability to maintain confidentiality
- Ability to maintain professional boundaries in the workplace
How to Apply
Applicants to provide a cover letter describing their relevant work experience and resume in PDF format only.
We thank all applicants for their interest, however only those selected for an interview will be contacted.
Contact Details
Interview Team
interviews@fccha.org